System workflow guide
Voice-first billing for CosmoLex firms — how it works in practice
How lawyers at CosmoLex firms can capture billable time by voice and move structured, reviewed entries into CosmoLex through a CSV export workflow.
Who this is for
Who this is for
This guide is for lawyers, timekeepers, and billing admin teams at firms using CosmoLex for practice management, accounting, and billing. It explains how voice-first time capture fits into a CosmoLex billing workflow — improving entry quality without changing the systems already in use.
CaseClock does not replace CosmoLex. It handles the capture step that precedes the billing entry — structuring spoken legal work into reviewed, approved time entries that move into CosmoLex through a standard CSV import.
The workflow
How the workflow fits CosmoLex
CaseClock connects to CosmoLex via CSV export, not a native real-time connection. This means the workflow runs in discrete steps rather than as a live sync.
The four-step sequence: the lawyer captures by voice immediately after a task; CaseClock structures the spoken input into a billing-native draft; the lawyer reviews and approves; the billing admin exports a structured CSV and imports it into CosmoLex. The import fits the firm’s existing billing cadence — daily, weekly, or however the team prefers.
This workflow is intentional, lawyer-controlled capture — not passive background monitoring. CaseClock does not infer activity or generate entries without lawyer input. Every entry reflects a deliberate capture decision made at the moment of the work.
The CSV export
What the CSV export looks like
CaseClock exports reviewed, approved billing entries as structured CSV files. Each entry contains the billing fields a system requires: matter reference, work description, time value, and date. Only entries that have been explicitly approved by the lawyer are included in any export.
The export format is designed for clean import into standard billing CSV workflows. CosmoLex supports time entry import via CSV. Billing admins follow CosmoLex’s standard import process. For any firm-specific field-mapping requirements, confirm the format before starting the trial.
The quality argument
Why this still beats reconstruction
CosmoLex has time tracking built in. But built-in time tracking does not solve the capture timing problem. A lawyer who opens CosmoLex at 6 PM to record the day’s entries is still reconstructing from memory — regardless of what tool they are typing into.
Voice capture in the moment — 30 seconds after a call, between meetings, in the elevator — preserves the detail that reconstruction loses. The narrative is richer, the time values are more accurate, and the entries are more defensible. That quality improvement reaches CosmoLex through the CSV import.
The CSV step does not reduce the quality advantage. It transfers already-reviewed, already-approved entries. The improvement was captured earlier — at the moment of the work.
Getting started
Setup and getting started
No changes are required to your CosmoLex configuration. Lawyers install CaseClock on mobile, complete a brief onboarding, and start capturing by voice. The billing admin manages the CSV export and CosmoLex import on the firm’s regular cadence.
A focused pilot — one practice group, one matter type, or even a single lawyer — is the most reliable starting point. Early capture data shows the improvement in entry completeness and narrative quality within the first few weeks.
Common questions
FAQ for CosmoLex firms
Does CaseClock connect natively to CosmoLex?
No. CaseClock works with CosmoLex through a structured CSV export workflow. Lawyers capture time by voice, review and approve entries in CaseClock, and the billing admin exports a structured CSV file that imports into CosmoLex. No real-time integration or IT configuration is required.
How does the CosmoLex import work?
CosmoLex supports time entry import via CSV. The CaseClock export follows the standard billing CSV format — date, matter reference, work description, time value, and billing rate. Billing admins import the file through CosmoLex's standard import tools.
CosmoLex already includes time tracking. Why use CaseClock too?
CosmoLex's time tracking requires a lawyer to open the system, navigate to the right matter, and type the entry — usually at their desk, usually after the work happened. CaseClock replaces the typing and the delay with a 30-second voice capture in the moment the work occurs. The entries that arrive in CosmoLex via CSV are more complete and specific because they were captured while context was fresh.
Is the review step still present with a CSV workflow?
Yes. Every entry is reviewed and approved by the lawyer before it is included in the export. The CSV is a transfer mechanism — it moves reviewed, approved entries from CaseClock to CosmoLex. Nothing is exported without sign-off.
How does this affect our billing admin process?
The billing admin's process with CosmoLex does not change. What changes is the quality of entries arriving in the system. Entries captured by voice in the moment produce more complete narratives, more accurate time values, and fewer clarification requests than end-of-day reconstruction.